Vacation

Vacation benefits are offered as part of UBC’s overall commitment to help staff and faculty achieve work-life balance. The number of vacation days you can take depends on your UBC employee group and how many years you have worked at UBC.

What’s my annual vacation entitlement?

Your vacation entitlement depends on your UBC employee group, and starts from your date of hire.

UBC Employee Group Annual Vacation Entitlement
Administrative Executive Your vacation entitlement is negotiated individually within your contract.

The maximum vacation carry-over allowed for Administrative Executive staff is two weeks.

BCGEU Childcare
  • Year 1: 1.66 days per calendar month
  • Year 2-4: 4 weeks
  • Year 5 +: 1 extra day per year, up to a total of 5 additional days
BCGEU Okanagan
  • Year 1: 20 days (pro-rated if less than a full year’s service)
  • Year 2-6: 20 days
  • Year 7-9: 26 days
  • Year 10-14: 27 days
  • Year 15-19: 28 days
  • Year 20-24: 29 days
  • Year 25+: 30 days

The maximum vacation carry-over allowed for BCGEU staff is 10 days with your supervisor’s approval.

CUPE 116
  • Year 1: 1.25 days per full calendar month
  • Year 2-4: 3 weeks
  • Year 5-7:  4 weeks
  • Year 8-17:  5 weeks (in addition to this entitlement, on the 14th calendar year, 1 day is added for each additional year of service, up to a maximum of 5 additional days)
  • Year 18 +: 6 weeks

The maximum vacation carry-over allowed for CUPE 116 staff is five days with the department’s approval.

CUPE 116 – UBC Aquatics Centre Permanent Staff
  • Year 1: 1.25 days per full calendar month or part month greater than one-half worked.
  • Year 2-5: 3 weeks
  • Year 6-8:  4 weeks
  • Year 9-13: 5 weeks
  • Year 14 +: 6 weeks

Permanent staff should take their annual vacation in the applicable vacation year.

CUPE 2278 – Language Instructors
  • Four weeks
CUPE 2278 – Teaching Assistants 4% vacation pay is included in your salary. If you are working a full Teaching Assistantship (12 hours per week over two terms), the 16 hours of vacation that is allotted will normally be scheduled between December 24 and January 1.

If you wish to take your vacation leave at another time, this must be approved by your supervisor.

If you are working less than a full Teaching Assistantship, your vacation time is pro-rated.

CUPE 2950
  • Year 1: 1.25 days (8.75 hours) per full calendar month
  • Year 2-4: 3 weeks (105 hours)
  • Year 5-7: 4 weeks (140 hours)
  • Year 8 +: 5 weeks (175 hours) (in addition to this entitlement, on the 14th calendar year, 1 day (7 hours) is added for each additional year of service, up to a maximum of 5 additional days (35 hours))

The maximum vacation carry-over allowed for CUPE 2950 staff is two weeks.

Executive Administrative
  • Year 1: 1.25 days (8.75 hours) per full calendar month
  • Year 2-4: 3 weeks (105 hours)
  • Year 5-7: 4 weeks (140 hours)
  • Year 8 +: 5 weeks (175 hours) (in addition to this entitlement, on the 14th calendar year, 1 day (7 hours) is added for each additional year of service, up to a maximum of 5 additional days (35 hours))

The maximum vacation carry-over allowed for Executive Administrative staff is two weeks.

Faculty and Academic Executive Your vacation entitlements are arranged informally between you and your department head or director. There is a general understanding that faculty members receive one month of paid annual vacation leave each year. You must take any holidays to which you are entitled within the contract period or before any other agreed termination date.
Faculty – Librarians and Program Directors Your vacation entitlement is governed by Policy #56. If you are a librarian with an appointment at less than 50% or less than one year, you will be provided 12% in lieu of vacation and benefits as salary. You must take any holidays to which you are entitled within the contract period or before any other agreed termination date.
Faculty – Sessional Faculty Members As a sessional lecturer, you will be paid 4% of gross earnings in lieu of vacation. After five consecutive years of full-time service, your vacation pay will be increased to 6% of gross earnings.
Faculty – Research Associate Your vacation entitlement is subject to negotiation with your supervisor or department head, but is a minimum of two weeks per year with salary and benefits.
Farm Workers
  • Year 1-5: 15 days (112.5 hours)
  • Year 6-8: 20 days (150 hours)
  • Year 9-14: 25 days (187.5 hours)
  • Year 15: 26 days (195 hours)
  • Year 16: 27 days (202.5 hours)
  • Year 17: 28 days (210 hours)
  • Year 18: 29 days (217.5 hours)
  • Year 19+: 30 days (225 hours)

The maximum vacation carry-over allowed for Farm Workers is two weeks.

IUOE 882
  • Year 1: You must complete one full year of employment to be eligible for vacation
  • Year 2-4: 3 weeks
  • Year 5-7: 4 weeks
  • Year 8-17: 5 weeks (in addition to this entitlement, after 14 years of service, 1 day is added for each additional year of service, up to 17 years of service)
  • Year 18 +: 6 weeks

The maximum vacation carry-over allowed for IUOE 882 staff is two weeks.

Management & Professional
  • Year 1: 1.67 days for each full month worked
  • Year 2-5: 4 weeks (20 days)
  • Year 6-8: 5 weeks (25 days)
  • Year 9 +: 6 weeks  (30 days)

If you have been employed as M&P staff and you had at least 10 years of service as of December 31, 1987, you are entitled to request supplemental vacation time as follows:

  • 23 to 32 years of continuous employment: 3 weeks, once during a ten-year period
  • more than 33 years of continuous employment: 4 weeks, once during remaining employment

The maximum vacation carry-over allowed for M&P staff is two weeks.

Non-Union Technicians and Research Assistants
  • Years 1-5: 15 days (112.5 hours)
  • Years 6-8: 20 days (150 hours)
  • Years 9-14: 25 days (187.5 hours)
  • Year 15: 26 days (195 hours)
  • Year 16: 27 days (202.5 hours)
  • Year 17: 28 days (210 hours)
  • Year 18: 29 days (217.5 hours)
  • Year 19 +: 30 days (225 hours)

The maximum vacation carry-over allowed for Non-Union Technicians and Research Assistants is two weeks.

Postdoctoral Fellows (Award Recipients and Employees) Two weeks per year with salary and benefits. Additional vacation time may be granted at the discretion of your supervising faculty member. All vacations and leaves must be taken before the end of your appointment.

What if I haven’t used all my vacation?

You are expected to use your annual vacation days each year. If you have not used all your vacation days in a year, some employee groups allow you to carry over a certain number of vacation days into the following year. See the table above for more information or see your collective agreement or employee handbook.

How do I submit a vacation request?

You should arrange your vacation requests with the head of your individual department or unit. Ask your department manager or director for details about your vacation benefits, and how you can submit a request for time off.

How is my vacation pay calculated?

Your UBC employee group and your length of employment determine how much vacation you are eligible for. Generally, the longer you have been employed at UBC, the more vacation time you are entitled to receive. For long-time employees, you may qualify for additional vacation days up to a specified maximum.

Vacation pay is calculated in weeks and/or days over a standard calendar year (January 1 to December 31). When you are hired and when you officially resign or retire as a UBC employee will impact how your vacation pay is calculated.

Do I get time off over Christmas?

Some employees are eligible for paid leave over the Christmas holidays. You are eligible for paid leave over Christmas if you are a member of one of the following employee groups:

  • Administrative Executive
  • BCGEU Okanagan
  • CUPE 116
  • CUPE 2950
  • Executive Administrative
  • IUOE 882
  • Management & Professional

See Christmas Leaves for more information.